It’s almost the end of 2009 and that means that the tax monster is haunting many freelancers. If you weren’t successful at keeping good records this year, make plans to stay organized in 2010.

Below is a list of seven tips on how to be a good record keeper.

1. Electronic Record Keeping

Whether it is online or using a spreadsheet there are many tools that can make it much easier to manage your records. There are some considerations when it comes to relying on web applications for your business: there are security concerns, reliability issues and other questions you have to think about. However, never assume the best tools are expensive. There are many online applications that are free. For example, you don’t have to buy an office suite of computer programs. Google and ZOHO both offer a large collection of office software at no cost!

2. Back Up Your Computer

If you are going to primarily use your computer as your record keeping center, you must keep a regular back up of all of your files. Whether you use a Macintosh or Windows there are some great programs to help you make a thorough back up of each directory.

3. Filing Cabinets and Label Makers

Think ahead. A small one compartment binder is not going to offer expandable organization features. Plan ahead and get a filing cabinet and label maker. No need to spend a lot of money on a filing system, but get something that offers enough room to expand to your growing needs.

4. Keep Your Paper Files Simple

So you’ve got a new file cabinet or paper filing folder, but you have no idea how to organize? Start simple with some basic categories like “contract”, “pay stubs”, “taxes”, and “expenses.”

5. “____day Is My Organizing Day”

That little pile of paper is never going to shrink unless you take the time to sort it all out into the proper file. The best way is to designate a specific day as your organizing day. I like Saturday mornings because it’s typically quiet.

6. Outsource It!

As a freelancer, you know that you can typically outsource to other freelancers at a great price and personal service. If your organization skills are not at their prime, consider hiring some help.

7. Seek Professional Help

While being self employed isn’t overly difficult, it’s not something that everyone can handle on their own. Don’t be too timid to ask for professional help. There are companies that are specifically set up to help freelancers succeed. For example, CMI Interactive is a company focused on supporting independent professionals in the medical industry. They can offer a wide array of tools and services to help you with your record keeping as well as many other aspects of freelancing.

All of my friends work in a traditional office setting. They have a manager and quarterly reviews. Basically they have someone to answer to about their daily work activity. As a freelancer, it’s easy to let the lack of oversight draw you into a system of relaxed standards which results in poor work productivity.

As we’ve said before, the success of your business is not based on the quality of your product. The key that makes a business successful is the administration and marketing of products! Today we’re going to focus on the administration aspect of your business. Basically, how you can stay productive without a manager. It’s great to be your own boss, but don’t let favoritism sink your freelancing ship.

• Keep regular hours
  Establishing a standard operating procedure is essential to staying productive. As a freelancer you’ve got lots of flexibility on hours, but you must respect other business’s work hours. Answering a client’s email promptly isn’t going to happen if you work from 9pm to 4am.
• Holidays
  The good news is that you’ve got unlimited holidays, but the bad news is that when you are out of the office your business is shut down. You’re not making money! Therefore, all holidays must be planned in advance.
• There’s always more to do
  Here’s an idea, limit your work week so that you only have 5 days to complete your work. Weekends are off limits. There’s always more work to be done and working more hours (or extra days) doesn’t always mean you will actually get more of it complete, you’ll just find yourself with more tasks on your to-do list.
• Avoid the pitfalls of productivity killers:
  – Instant messaging: Turn off the auto-login feature and stick to email. It’s less of a distraction.
  – User accounts: Create a “work” user account that does not have access to your personal email or your favorite blogs and websites. You’ll miss it at first, but you’ll have more time to check all that stuff when you finish your work hours ahead of schedule!
  – Breaks: Taking regular breaks are a heathy part of staying productive. Check out these reminder programs that can help you take regular breaks and keep you from desk fatigue: RSI Warrior, Stretch Break, Stretchware,Workrave, MacBreakZ, Time Out, and AntiRSI.

Feedback: Let us know how you stay productive at work or a your home office. What are your top 3 tips?